Walton Community Council – Deputy Clerk

PURPOSE:

The Deputy Clerk will support and report to the Council Manager/Clerk, performing a variety of duties.

The Deputy Clerk will deputise for the Council Manager/Clerk in their absence and hold the statutory duties required by law. The person will need to have (or gain) knowledge of the parish and maintain an awareness of the activities, policies and ongoing projects of the Council. 

The Deputy Clerk will take responsibility for minutes, agenda, reports and sources of quotes for the Operations Committee meeting.

The person would be expected to act as the Council’s representative as and when required by the Clerk and be expected to forge good working relationships with local stakeholders.

The person would be required to be DBS checked, enhanced.

DUTIES:

• Prepare, in consultation with the Clerk and members of the Council, agenda and paperwork for meetings of the Council’s Committees and Working Groups (from April 2026/2027), to attend such meetings when required, present reports, provide advice and support and prepare minutes for approval.
• Maintain accurate records of correspondence, files, documents and articles, using proprietary software.
• Assist in the administration of the Council’s IT infrastructure.
• To carry out risk assessments and keep up to date health & safety records relating to the Council’s facilities.
• Assist in the procurement, management and monitoring of the Council’s contracts, including liaising with contractors, scheduling planned maintenance of infrastructure and kit, keeping up to date inventories and operating certificates.
• Keeping record of planning applications relating to the area and recording comments submitted to the Local Planning Authority.

• Managing the Council’s Parish Guardian (volunteers) Scheme in line with all appropriate policies and procedures.
• Attend the Council’s Operations Committee meetings as required (usually one per month) and attend meetings which cover the remit of the role (these will take place in the evening).
• High-level tasks to be included, such as SAR, FOI.

Project Management

• Contribute to project development briefs and supporting documents, including undertaking research, monitoring, analysis of data and document writing.
• Coordinating public consultation, writing proofs of evidence and presentation as required at public meetings.
• Provide advice and information face-to-face, on the telephone and in writing to stakeholders, the public, Councillors and other council staff.
• Draft tender briefs and manage external consultants/contractors.

PERSON SPECIFICATION

Experience (Essential)

• Working in an office environment.
• Effective communication, verbal and listening skills.
• Ability to work on own initiative, planning and monitoring progress of workload and meeting deadlines.
• Track record of managing assets and facilities, including management of contractors.

Experience (Desirable)

• Working in local government and/or not for profit organisation.
• Preparation of the agenda, reports and minute-taking.
• Asset Management.
• Procurement and Contract Management.
• Managing and delivery of projects.
• Working and building relationships with external agencies, voluntary organisations and volunteers.

Knowledge and Skills (Essential):

• Understanding of office and administrative systems.
• Ability to identify and exploit opportunities.
• Ability to work evening and weekends when necessary.
• Confident and effective presentation, negotiation, written and verbal communications.
• Confident using IT applications.
• Proficiency in the use of Microsoft 365.
• Teamwork and self-management skills.
• Strong management skills.
• Good judgement and decision-making skills.
• Ability to work to deadlines and be flexible to peaks and troughs.
• Skilled in diplomacy, negotiation, and influencing.
• Commitment to equality, diversity, and culturally sensitive practices.
• Willingness to undertake additional tasks as directed by the Council Manager/Clerk.

Knowledge and Skills (Desirable)

• Health & Safety principles.
• Qualified Emergency First Aider and Fire Warden.
• Ability to identify and exploit opportunities for the benefit of the community.

Personal Effectiveness

• Positive and calm.
• Problem solving, ability to think creatively to deliver a solution.
• High level of personal drive and commitment to the Parish Council’s agenda.

Qualifications (Essential)

• Proficiency in Maths and English to acceptable standards.
• Full driving manual licence with no more than 3 points.

Qualifications (Desirable)

• Evidence of continuous professional development.
• CiLCA qualified or willing to take the course.

To apply, please email manager@waltoncommunitycouncil.gov.uk with your CV and covering letter.